Administrative Coordinator

Job Summary

The Administrative Coordinator provides administrative and clerical support to the Development and Design Division. This role ensures timely and accurate coordination of meetings, documents, events, workflows, and division-wide administrative processes, including financial tasks. The position also provides backup support to various business units, manages logistics, provides communication and maintains divisional and team scheduling.

The successful candidate will have strong organizational and communication skills and will play a key role in facilitating efficient service delivery to internal staff, external developers, and the public. Using advanced technological skills and strong organizational abilities, the successful candidate will aid in the efficient day-to-day operation of the division.

Duties and Responsibilities

Reporting to the Director of Development and Design, the successful candidate will:

• Assist with the day-to-day administrative requirements for a range of ongoing activities associated with the effective operation of the Development and Design Division
• Complete financial tasks for the division as it relates to invoices, fees, securities and deposits for a wide range of matters including development applications
• Assist the Urban Design and Development review teams in a wide range of technical aspects such as producing powerpoint presentations and word documents
• Support the submission and processing of development related fees and charges
• Lead with the planning and organization of divisional related events
• Ensure the organization and scheduling of divisional team meetings
• Format, organize and file a variety of correspondence, corporate reports, emails, spreadsheets, memorandums and other documents.
• Assist with the creation and maintenance of the digital file system, including SharePoint sites
• Arrange and schedule meetings, create agendas and set up conference calls, while being responsible for accurate meeting reporting and minutes
• Accurately inputting time and labour adhering to strict timelines
• Assist with the administrative review of corporate reports
• General mailbox email monitoring, ordering supplies, collecting, opening and distributing mail
• Answer phones, directing calls and responding to general inquiries and requests for information over the phone, via email and in person
• Other duties as assigned

Skills and Qualifications

• Post-secondary education in office administration or related field. Minimum 3 years progressive experience and responsibility in an administrative role or equivalent combination of education and experience. Municipal and development planning experience is considered an asset
• Possession of excellent computer technology skills in Microsoft Office and Adobe Creative Suite is an asset
• Excellent administrative, planning, research, organizational, multi-tasking and time management skills are mandatory
• Experience coordinating meetings and electronic appointment scheduling is required
• Aptitude for accuracy and attention to details is essential
• Excellent verbal and written communication skills, including proof-reading and editing skills. Proficiency in English grammar and spelling are required
• Experience with SAP, Infor, MAX and SharePoint is an asset
• Demonstrated excellent communication and interpersonal skills to communicate effectively with all levels of management, staff and the general public